Administrative Services Coordinator CPUP

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 30,927 - 33,613; Full time

Benefits offered by this job

Employee benefits programs

Job summary

A leading academic medical center is seeking a full-time Administrative Services Coordinator in Philadelphia. This role involves managing administrative tasks, supporting patient interactions, evaluating staff workload, and ensuring efficient operation within the medical office. Candidates should have at least 5 years of medical office or customer service experience, an H.S. Diploma/GED, and preferably a bachelor’s degree. The position requires strong organizational skills and familiarity with administrative support in health services.

Qualifications

• 5+ years medical office experience or 5 years of customer service experience.
• Previous experience in an executive staff support or program development role.
• Degree may be considered in lieu of experience.

Responsibilities

• Own and prioritize assigned work functions.
• Manage workload distribution of Admin Services staff.
• Schedule tests and procedures as requested by providers.
• Ensure timely submission of pre-op cases.

Skills

Medical office experience

Customer service

Administrative support

Epic template maintenance

Education

H.S. Diploma/GED

Bachelor of Arts or Science

Job description

Overview

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines. Job Title: Administrative Services Coordinator CPUP
Department: Cardiac Electrophysiology
Location: Hospital of the University of Pennsylvania- 3400 Spruce St (Clifton Center of Medical Breakthroughs)
Hours: Full Time

Responsibilities

• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves as a point of escalation for Admin Services team
• Participates in and supports select projects to be determined by leadership
• Evaluates and manages workload distribution of the Admin Services staff
• May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs
• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times
• Retrieves and processes incoming medical records/images, and ensures scanning and physician review is completed
• Ensures diagnostic testing and other evaluations are completed before visit if applicable
• Assists attending physician with outpatient office hours including maintaining clinical schedule and rescheduling as needed
• Schedules required procedures and OR/Lab for patients at provider’s direction
• Coordinates all procedures that need to occur prior to scheduling surgery
• Responsible for timely submission of pre-op cases and ensures accuracy of information
• Processes medication refill requests, triaging to appropriate clinical staff
• Coordinates and schedules cases with medical equipment representatives as required
• Completes medication authorizations and obtains prior authorizations for procedures
• Obtains medication pricing and coverage information for patients
• Initiates Tier 1 prescription exemptions as needed
• Schedules tests, procedures, and other clinical follow-up services as requested by providers
• Completes medical records requests and handles patient correspondence

Administrative and Operational Support

• Answers and screens all phone calls and patient inquiries; maintains multiple calendars and schedules
• Maintains physician Epic template and attends meetings as needed
• Schedules travel and lodging for physicians and submits travel expenses
• Updates CVs and prepares letters per attending physician direction
• Coordinates submission and approval of journal articles and permissions, as directed
• Coordinates visits for visiting scholars and for recruitment of faculty
• Manages on-call schedule in appropriate systems (e.g., Qgenda)

Billing and Administrative Duties

• Uses correct CPT codes for scheduling procedures and link primary diagnoses
• Ensures operative reports and encounter forms are submitted for billing on time
• Maintains knowledge of reimbursement from third-party payers and managed care plans
• Ensures all pre-registration items are completed for timely billing

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• 5+ years medical office experience or 5 years of customer service experience; related clinical office experience preferred; degree may be considered in lieu of experience
• Bachelor of Arts or Science (preferred)
• Previous experience in an executive staff support or program development role

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Wellness and Fitness Services
• Hospitals and Health Care
• Medical Practices

Philadelphia, PA $22.45-$24.40 2 weeks ago